📌Note : The screenshots and settings shown in this article may not match what you see in your own platform, as Rosterfy is highly customisable. If you need guidance specific to your setup, please contact our support team.
To run the Parental Consent module effectively, we recommend setting up a core suite of foundational automations. These baseline automations link to your templates to manage candidate and parent or guardian interactions automatically, though you can always add extra actions to support additional notifications, status updates, or administrative tasks.
💡Tip: Before setting up your reference check automations, ensure you have created your required email, notification, and SMS templates. See the Recommended Parental Consent Check Communications article for more information.
IN THIS ARTICLE:
Notifying the Parent / Guardian
This automation sends an initial communication to the listed parent or guardian as soon as a minor submits their application or requires consent. It delivers a direct link to the Parental Consent Form, allowing the parent or guardian to review details and submit their authorisation immediately without needing system login credentials.
Click Workflows > Automations.
Click the Create button. The Create Automation screen appears:
Enter Parental Consent - Notify Parent / Guardian in the Name field.
Click the Tasks dropdown menu.
Select Parental Consent - Consent Created.
Ensure At the time is selected in the Schedule trigger dropdown menu.
(Optional) Click the Category dropdown menu to select the category. See the Create and Update an Automation Category article for more information.
Click the Save button. The Rule and Actions options become available.
Click the Add button in the Actions section. The Add Action window appears:
Enter Email to Parent / Guardian in the Name field.
Click the Action dropdown menu.
Select the Email to Referee / Consenter option.
Leave all options in the Delay field at 0.
Click the Options tab.
Click the Template dropdown menu.
Select the email template created before starting the process.
Click the Submit button.
Click the Save button.
Reminding the Parent / Guardian
This automation automatically follows up with a parent or guardian if they have not completed the consent form after a set number of days. By configuring time delays on this action, you can schedule one or multiple automated follow-ups to ensure candidate onboarding stays on track without requiring manual administrator oversight.
Click Workflows > Automations.
Click the Create button. The Create Automation screen appears:
Enter Parental Consent - Reminder in the Name field.
Click the Tasks dropdown menu.
Select Parental Consent - Reminder.
Ensure At the time is selected in the Schedule trigger dropdown menu.
(Optional) Click the Category dropdown menu to select the category. See the Create and Update an Automation Category article for more information.
Click the Save button. The Rule and Actions options become available.
Click the Add button in the Actions section. The Add Action window appears:
Enter Reminder Email to Parent / Guardian in the Name field.
Click the Action dropdown menu.
Select the Email to Referee / Consenter option.
Leave all options in the Delay field at 0.
Click the Options tab.
Click the Template dropdown menu.
Select the email template created before starting the process.
Click the Submit button.
Click the Save button.
💡Tip: Duplicate actions to create additional reminders and update the delay to schedule when each one sends.
Reminding the Candidate
This automation alerts the candidate when their parent or guardian's consent remains outstanding after a specific timeframe. It prompts the candidate to follow up with their parent or guardian directly or log into their portal account to update contact details if needed.
Click Workflows > Automations.
Click the Create button. The Create Automation screen appears:
Enter Parental Consent - Candidate Follow Up in the Name field.
Click the Tasks dropdown menu.
Select Parental Consent - Reminder.
Ensure At the time is selected in the Schedule trigger dropdown menu.
(Optional) Click the Category dropdown menu to select the category. See the Create and Update an Automation Category article for more information.
Click the Save button. The Rule and Actions options become available.
Click the Add button in the Actions section. The Add Action window appears:
Enter Parental Consent - Candidate Follow Up in the Name field.
Click the Action dropdown menu.
Select the Email option.
Leave all options in the Delay field at 0.
Click the Options tab.
Click the Template dropdown menu.
Select the email template created before starting the process.
(Optional) Enter an Event in the Event field to restrict the automation to an Event.
(Optional) Enter a Shift in the Event Shift field to restrict the automation to a Shift within an Event.
Click the Submit button.
Click the Save button.
Confirming the Parental Consent Check is Complete
This automation triggers as soon as a parent or guardian submits their completed consent form. It immediately notifies administrators and optionally sends a confirmation to the candidate updating the candidate's record to complete and allowing them to move forward in the process.
Click Workflows > Automations.
Click the Create button. The Create Automation screen appears:
Enter Parental Consent - Complete in the Name field.
Click the Tasks dropdown menu.
Select User Check Status Updated.
Ensure At the time is selected in the Schedule trigger dropdown menu.
(Optional) Click the Category dropdown menu to select the category. See the Create and Update an Automation Category article for more information.
Click the Save button. The Rule and Actions options become available.
Click the Add rule button. The following fields appear:
Click the first dropdown menu.
Select Parental Consent.
Click the second dropdown menu.
Select Is Equal To.
Click the third dropdown menu.
Select Ready.
Click the Add button in the Actions section. The Add Action window appears:
Enter Parental Consent - Complete in the Name field.
Click the Action dropdown menu.
Select the Email option.
Leave all options in the Delay field at 0.
Click the Options tab.
Click the Template dropdown menu.
Select the email template created before starting the process.
(Optional) Enter an Event in the Event field to restrict the automation to an Event.
(Optional) Enter a Shift in the Event Shift field to restrict the automation to a Shift within an Event.
Click the Submit button.
Click the Save button.
Advising the Parental Consent Check Has Expired
This automation notifies administrators or candidates when a consent request exceeds the allowed timeframe without a submission. Sending an automatic expiry alert allows administrators to intervene quickly, whether that means extending the request deadline, following up manually, or re-sending the request.
Click Workflows > Automations.
Click the Create button. The Create Automation screen appears:
Enter Parental Consent - Expired in the Name field.
Click the Tasks dropdown menu.
Select User Check Status Updated.
Ensure At the time is selected in the Schedule trigger dropdown menu.
(Optional) Click the Category dropdown menu to select the category. See the Create and Update an Automation Category article for more information.
Click the Save button. The Rule and Actions options become available.
Click the Add button in the Actions section. The Add Action window appears:
Enter Parental Consent - Expired in the Name field.
Click the Action dropdown menu.
Select the Email option.
Leave all options in the Delay field at 0.
Click the Options tab.
Click the Template dropdown menu.
Select the email template created before starting the process.
(Optional) Enter an Event in the Event field to restrict the automation to an Event.
(Optional) Enter a Shift in the Event Shift field to restrict the automation to a Shift within an Event.
Click the Submit button.
Click the Save button.